Job Description

Job Purpose:

• To input data from various paper-based sources into excel tracking templates/database on a daily basis. The Data clerk will be responsible for ensuring the accurate recording of this data and producing reports as required. The job holder will spent 60% and 40% of his/her time with transport and procurement activity respectively 

Main duties & Responsibilities:

Specific Duties and Responsibilities:

• Insert data by inputting text based and numerical information from source documents.
• Compile, verify accuracy and sort information to prepare source data for data entry
• Assist the procurement team on the data and file management activities  
• In the absence of the fleet officer and workshop manager complete monthly fleet and job card report on automated fleet report tools
• Ensure fueling for concern vehicles, rental vehicles and generator complies with the standard procedure and ensure all the necessary documentation are completed
• Facilitate fuel request for refilling and escort drivers during refilling and responsible for proper management of the fuel cards
• Monitor the fuel card balance and report to line manager when required for top-up the prepaid fuel cards
• Ensure log-sheet for Generators is completed including fuel refilling information
• Ensure sufficient fuel stock is available for the generator and manage fuel barrel for proper stocking and refilling procedure
• Research and obtain further information for incomplete documents
• Generate reports, store completed work in designated locations and perform backup operations
• Maintain operational vehicles file and ensure all required paperwork are properly archived      
• Locate and correct data entry errors, on reports
• Scan documents and print files, when necessary
• Keep information confidential and comply with data integrity and security policies
• Respond to queries for information and access relevant files
• Perform any logistics related works up on request/delegations
• Perform additional works assigned by line manager

Emergency response

• Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopian Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Gender

• Demonstrate understanding of Concern Ethiopia’s Gender Equality Strategy
• Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with dignity and respect
• Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities.

Accountability

• In line with Concern’s commitments under the Core Humanitarian Standard (CHS): 
• actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E); 
• work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed; 
• Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities. 

Safeguarding

• Able to seek appropriate advice and report concerns, and feel confident that they have been understood.
• Understands local safeguarding structures and arrangements.
• Practises in a manner that seeks to reduce the risk of abuse, harm or neglect.
• Identifies and refers to appropriate services any other associated persons including carers, family members and children at risk.
• Able to document safeguarding concerns, and maintain appropriate record-keeping, recording the wishes and views of the adult or child at risk, differentiating between fact and opinion.

Job Requirements

Person specification:

• Diploma in information technology or relevant disciplines.
• Minimum 2-years’ experience in data entry, management and documentation.
• 1 year experience in logistics management
• Ability to work under pressure
• Proven data entry work experience, as a Data entry operator or office clerk, solid data entry skills
• Computer proficiency, particularly with Microsoft excel, and word
• Familiarity with administrative duties
• Experience using office equipment, fax machine and scanner/photocopy
• Good typing speed and accuracy
• Excellent knowledge of correct spelling, grammar and punctuation
• Strong attention to detail
• Confidentiality
• Organization skills, with an ability to stay focused on assigned tasks
• Excellent English language written and verbal communication
• Ability to handle multiple tasks and flexible to carry any assigned tasks

Competencies:

• Managing yourself – Holds an awareness of own abilities and areas for development; adapts and uses abilities to work well with others and to help achieve Concern’s objectives.
• Communicating and working with others – Uses the most appropriate channel to share information with others both inside and outside Concern; adapts the message to meet the communication needs of the audience.
• Delivering results – Systematically develops plans towards achieving Concern’s objectives and delivers on commitments; uses appropriate techniques to help achieve agreed objectives
• Creativity and innovation – Seeks out, develops and successfully implements new ideas that further the needs of Concern and those we work with; builds on proven approaches and learns from ongoing work to improve it
• Influence, advocacy and networking – Engages with others inside and outside the organization to promote the interests of Concern and those we work with; gathers and shares a wider knowledge of issues relevant to Concern’s work
• Change – Responds positively and constructively to change; manages or takes part in change processes in a way that is appropriate to role in the organization

What we Offer:

• A competitive salary and benefit package
• Excellent medical benefits (100% cover including dependents)
• 20 days annual leave
• 26 weeks (paid) maternity leave, 18weeks(unpaid) parental leave

How to Apply

• Interested applicants should apply through www.ethiojobs.net please note that no need to submit your supporting documents at this stage: 

Only short listed candidates will be contacted

Safeguarding at Concern: Code of Conduct and its Associated Policies

• Concern has an organizational Code of Conduct (CCoC) with three Associated Policies; the Program Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of program participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the program and partner organization, and the standards of behavior expected of them. In this context, staff have a responsibility to the organization to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.

Female candidates are highly encouraged to apply.